require at least two signatures (approval is required at least through Vice President).

After-the-fact requests will not be processed/permitted/allowed from a sponsored index.

In unusual cases and only with prior approval of the sponsor and the University, eligible employees may earn additional compensation for intra-university consulting.

Compensation requests for intra-university consulting which are funded from a sponsored index will be routed to the Sponsored Programs Office to obtain sponsor approval. No other additional compensation requests are allowed on a sponsored index.

Reason for Policy

This policy is to ensure the University's compliance with federal regulations. The federal regulations state: "Incidental work (that is in excess of normal work for the individual), for which supplemental compensation is paid by an institution under institutional policy, need not be included in the payroll distribution systems described below, provided such work and compensation are separately identified and documented in the financial management system of the institution."

Related Policy Information

Regular employee performance should not be affected by the additional duties. If the additional duties do affect regular employee performance, the agreement can be canceled.

Employees may earn additional compensation by providing consulting services for another department on campus (intra-university consulting). The federal regulations state: Since intra-university consulting is assumed to be undertaken as a university obligation requiring no compensation in addition to full-time base salary, the principle also applies to faculty members who function as consultants or otherwise contribute to a sponsored agreement conducted by another faculty member of the same institution. In unusual cases where consulting is across departmental lines or involves a separate or remote operation, and the work performed by the consultant is in addition to his/her regular departmental load, any charges for such work representing additional compensation above the institutional base salary are allowable provided that such consulting arrangements are specifically provided for in the agreement or provided in writing by the sponsoring agency.

Intra-university consulting is limited to one (1) day per week per
the University consulting policy found in the Board of Trustees Conflict
of Interest policy 4.7 (also referenced in Board of Trustees 15.3 and Faculty Handbook 3.2.3, 5.1.1 and Appendix B).

Non-Recurring Compensation - salary paid for additional duties directly related to the employee’s normal appointment, under certain circumstances, and is for a short duration (for example: full-time faculty teaching an additional section of a course mid-semester or full-time staff working to bring up major software in their department), or

Intra-University Consulting Compensation - salary paid for intra-university consulting that is generally budgeted on a sponsored index and approved by the sponsor.

Bonus - Additional compensation given to an employee above what is expected and is not part of their base salary.

Hiring Department - The department hiring the employee for additional duties, which in some cases may also be the employee's primary department if the duties are being performed in the primary department.

Institutional Base Salary (IBS) - Annual compensation paid by the University for an employee's appointment, whether that individual's time is spent on research, instruction, administration or service. IBS does not include additional, bonus, or faculty summer compensation. IBS also excludes any income that an individual is permitted to earn outside of duties for the University.

Intra-University Consulting - Consulting which occurs between two separate and distinct departments within the University. For purposes of this policy, research centers which are functioning units within a school or college are not separate and distinct departments.

Primary Department - Employee's home department.

Short Duration - Typically less than six months for staff; one semester for faculty.

Hiring Department (in some cases the hiring department may also be the primary department) - Completes the Employee Status Change form, ensures appropriate approvals on the request form, and ensures written justification is included with the form.

Human Resources - Receives the completed form and reviews for accuracy and appropriate signatures, obtains provost/vice president signatures as applicable, and processes request for payment. Routes intra-university consulting requests funded from a sponsored index to the Sponsored Programs Office for review.

Forms and Instructions

Appendices

History

08/10/2009

Reviewed by Executive Team.

Adopted:

02/24/2010

Approved by VP for Administration.

Revised:

10/09/2010

Revised definition of non-recurring compensation for clarification.

10/03/2011

Clarified responsibilities that Human Resources will route a sponsored index request for intra-university consulting to SPO for review and SPO will review such requests for allowability and when necessary, submit the request to the external funding source for approval.

06/04/2015

To reflect current titles and practice, "Board of Control" is now "Board of Trustees" and the email address for questions is now policy.

11/05/2015

To reflect "federal regulations" rather than specific federal government office name.